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SAC Allocation Meeting

2/22/10 Call to order: Ethel Members Present: Daniel, Andy, Sofia, Natalie, Scott, Emilio, Ruiyong, Harrison, Senyo I. Budget Update: a. Previous Allocation Budget: $42,611 b. Allocated at last meeting: $4,657 c. New Allocation Budget: $37,954 i. 19% of total allocation budget ii. 34% of post-BAG allocation budget Proposal: GUAA 6858000 William a. Event G40: Art Summit – 3/26/10. Francesca, Alex, Henya presenting: Since the last meeting we’ve gotten in closer contact with the people we’ll be working with, and have gotten more concrete numbers. There are two different budgets that reflect different caterers. We’ve also worked out the numbers for the band and equipment. b. Comments/Concerns – i. Presentation 1. Harrison: Make sure that the caterer you use submits a copy of their insurance to the school. 2. Scott: You have listed $3,600 in other income? That is no longer there. 3. Harrison: How do you plan to advertise? On campus, we’ll be contacting all of the newspapers, we’ll have a Facebook event, we’ll be in the weekly emails, CORP marketing, Art department, tabling, flyering 4. Dan: I think it’s great that you have such a substantial event as a new group, but seeing as it falls between the two breaks, this may pose a marketing problem, so you should start advertising immediately. 5. Bill: An event of this size that involves alcohol will be required by Risk Management to have Special Event Insurance, which costs $400 ii. Discussion 1. Senyo: Did she really say she’d be comfortable cutting the art installation? 2. Natalie: The event is about the art, but what she meant was the funding for the installation. 3. Ruiyong: I don’t feel comfortable with the $1,800 transportation cost, as this venue is metro accessible.

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4. Harrison: I see where Senyo’s concern comes from, and when you look at the cost breakdown, what SAC is being asked to fund is predominantly food and DJ expenses. 5. Scott: I think a lot of the issue concerning the transportation, is the fact that they might expect to have some intoxicated attendees who might need a direct ride back to campus, but that’s just a possible hypothesis for the need for the busses. Another concern I have is the high participation expectation, because if a lot of people don’t show up, then we could have a similar situation to the Hawaii Club last year. 6. William: To address the transportation concern, doesn’t the metro close at midnight? Additionally, the music is supposed to add an aural component to taking in the visual. 7. Andy: I think it’s important to keep in mind that we need to make our decision based on what we actually see here, not what we think we see in terms of the possibility of this becoming just a massive party. 8. Senyo: Seeing as this is a new group with little experience in programming events of this scale, we are taking a huge risk in approving this event, because we stand to lose a great deal of money if they don’t garner the support they expect. 9. Harrison: For any group, there must be a first time for everything, including large events. Considering the overwhelming success they’ve had in all of their events to date, we can expect a successful event this time around too. 10. Daniel: Concerning the alcohol at the event, $15 is quite a cheap ticket if alcohol is being served. Additionally, they might run into the same problem that Dip Ball ran into last year where they ran up a huge alcohol bill because they were being charged by bottle. 11. William: I agree that the price for alcohol consumers should be higher. The Art-Wino contract had a set volume of alcohol, but I’m not sure about the High Life contract. 12. Scott: As a commission, I think we should encourage moderate growth steps, rather than huge leaps to events of this magnitude. 13. Senyo: If this gets approved and it doesn’t work out to the extent that they expect in terms of ticket sales, we cannot expect to hold them accountable, because we can’t put a baby in their hands and expect them to be able to handle it. We’ll just have to incur the cost on our own, and we won’t be able to sanction them in any way. 14. William: In terms of cutting cost, since they don’t have to use Art-Wino for the catering, it’s not required for the space, therefore we can cut that cost if we so choose. 15. Harrison: I would suggest doing a bus fee of $4 to ride the bus

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for those people that’ll either be too inebriated to take the metro or who simply don’t want to. Additionally, they can then only order the number of busses they need based on bus pass sales. 16. Senyo: The problem with that is what’s to keep people who didn’t take the bus there just getting on the bus at the end of the night. People will end up riding the bus for free in that event. 17. Natalie: If people want to attend, they’ll find a way to get there, so that’s definitely a place we can cut cost. Motion by William to approve Second by No one Motion by Sofia to approve without transportation expense Second by Natalie 1. Income – $6,000 2. Expense – $6,625 3. Allocation – $(525) 4. Vote: 4-6-1 5. Motion Fails Further discussion 1. Scott: I’m uncomfortable with the event as a whole. We’re also restricted as to what we can cut due to the terms of the contract. If we strap the event but approve it, we’re setting them up for failure. Motion by Scott to table indefinitely Second by No one Motion by Senyo to approve Speakers, DJ, and Flyering Motion Rescinded Further Discussion 1. Harrison: To address a paradigm we seem to be operating under: there is a distinction between being an advisory board versus an entrepreneurial organization. Should we be willing to simply throw money away? No. However, it is upon us to take risks for our clubs to foster growth and expansion. Hawaii went into huge debt, but because they didn’t comply with policy. GUAA has no negative history upon which we can doubt their abilities or potential for success. Motion by Sofia to approve without transportation expense Second by Natalie 1. Income – $6,000 2. Expense – $6,625 3. Allocation – $(525) 4. Vote: 6-5-0 5. Motion Passes

hip-hop group, and SJP thought it would be a great event to bring to campus. b. Comments/Concerns – i. Presentation 1. Harrison: Have you looked into equipment at all yet? 2. Ethel: You can look into using StrikeForce. 3. Scott: Have you considered how to cordon off an area on the Esplanade since you’re charging an entrance fee? We’ve looked into several options, but haven’t solidified plans yet. 4. Andy: What other sources of income have you looked into? We’re looking at the Arabic Department, The Center for Christian-Muslim Understanding, GUSA Fund, DPA, GPB, and other departments. 5. Natalie: Would you be opposed to increasing ticket prices to $10? We would like to have the event remain accessible to all, but that would be okay. 6. Natalie: How much of the transportation cost covers their transport to the US, as the cost is pretty steep if they’re already performing in other schools on the northeast. 7. Ruiyong: Have you looked at rain sites? We were considering Bulldog Alley, but we’re not sure of its capacity. 8. Scott: I think given the magnitude of this allocation, you should definitely reach out to other sources of funding. 9. Sofia: Does the band have a deadline to know whether you can host them or not? They are pretty flexible since they will also be in the states. 10. Bill: Do you know what the terms of payment are? No, I’m not sure how that would work, but I’ll look into that. ii. Discussion 1. Scott: I think this event should be tabled because he was very scant on details regarding strategies and content. 2. Emilio: Harrison did suggest the wristband system, which would be an efficient method of crowd control. I think this is a good event to have due to its wide range of appeal, but we should wait for more information. iii. Motion by Andy to table iv. Second by Senyo 1. Vote: 9-0-2 2. Motion Passes IV. Proposal: UF 6868000 Senyo a. Event SPW: A Female Orgasm Workshop – 2/27/10. Olivia, Isabelle presenting: We’d like to add a Female Orgasm Workshop to SPW. We’d like to host a health dialogue about the mysteries, truths, complications, and other issues surrounding the female orgasm. b. Comments/Concerns – i. Presentation

1. Andy: Where does this fall in the week? At the end of the week. 2. Scott: Why are the workshops more focused on topics such as an orgasm, versus the broader issue of social construction of sexuality? SPW is about putting the light on topics that don’t get much attention and that are tangible and real to the participants. 3. Dan: Who will be the student facilitator? We’re still looking for someone who has experience, but is well versed in facilitating discussion to ensure a safe space for the dialogue. 4. Harrison: Would you consider having a professional facilitator rather than a student one to ensure the type of environment you want to preserve? We’re really aiming for a peer-to-peer conversation, making it much easier to share honestly than in the presence of a professional facilitator. 5. Ruiyong: Just to clarify, this would be a discussion, and not a demonstration, right? That is correct. 6. Harrison: To offer a broader comment on SPW, anything that has the UF or GU name must be run through SAC, and any unofficial events should not carry the UF name. ii. Discussion 1. Harrison: I think the claim that it is educational when they claim they want to have a peer-to-peer conversation. For a host of reasons including confidentiality issues and carrying the University name, I would be much more comfortable with a professionally led discussions. 2. Bill: I met with Olivia regarding this event, and they have reached out to LEAD to get trained on how to facilitate a dialogue. iii. Motion by Sofia to approve iv. Second by Andy 1. Income – $0 2. Expense – $0 3. Allocation – $0 4. Vote: 7-0-4 5. Motion Passes c. Event SPW Zine – d. Comments/Concerns – i. Discussion 1. Scott: I have a major concern with the use of vulgar or homophobic vernacular in this publication. I respect that this is mainly for the members, but there is always someone who can misinterpret the message and be offended. 2. Senyo: I don’t think that we can block these types of things from going through out of fear of offending someone. It is upon groups to handle the aftermath if someone does complain.

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3. Daniel: I think that the intent behind the publication should be considered, and their intent is clearly not derogatory or discriminatory. 4. Harrison: I see the value in saying that it should be about discourse, but this Zine is a part of a weeklong program that does foster discourse. I respect the concern for off campus groups not seeing the context of the publication and lashing out, but they are not our constituency, and we are not responsible for them. Motion by Scott to revisit the approval of the Zine. Second by No one

Proposal: AASA 6832000 Emilio a. Event ECAASU Conference – 3/4/10, University of Pennsylvania. Jason, Alan, Lisa presenting: This is an annual conference of all of the East Coast schools that have an AASA involving speakers and workshops about AsianAmerican issues. b. Comments/Concerns – i. Presentation 1. Harrison: Beyond the Hilton, have you checked prices in the area? Yes, and sadly, the Hilton is the cheapest hotel that is in proximity to the event. 2. Bill: The SAC guidelines provide for a 60-40 split, so with the hotel costs, your personal contributions would go up to $133 per person. ii. Discussion 1. Daniel: Is it odd that all of the participants are board members? 2. Sofia: Two of the members are general members. iii. Motion by Natalie to approve iv. Second by Senyo 1. Income – $800 2. Expense – $1,334 3. Allocation – $(534) 4. Vote: 5-0-6 5. Motion Passes Proposal: IRC 6888000 Andy a. Event ChuMUN – 4/1/10 – 4/4/10, University of Chicago. Amy presenting: last year we were pretty disappointed with the Princeton conference, and have decided to switch it for the Chicago conference. b. Comments/Concerns – i. Presentation 1. Harrison: Is there any concern with the fact that this takes place of Easter break, in terms of enrollment? No, we’re actually expecting even more participation because of the added free time.

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2. Harrison: Where are you staying? I actually don’t know the name of the hotel, but we got a good deal on the rooms. ii. Discussion 1. Natalie: So they’re using this as a replacement for their second conference? Yes. iii. Motion by Natalie to approve iv. Second by Daniel 1. Income – $4,545 2. Expense – $9,090 3. Allocation – $(4,545) 4. Vote: 6-0-5 5. Motion Passes c. Event IRC Formal – 3/20/10. While the venue is more expensive, we do expect to have higher participation. d. Comments/Concerns – i. Presentation 1. Bill: This was held in Riggs last year? Yes, but we were given Riggs for free last year, which we don’t have this year. 2. Andy: And you’re donating the proceeds to charity? Yes, to Haiti. ii. Discussion 1. Name: Question iii. Motion by Ruiyong to approve iv. Second by Emilio 1. Income – $2,500 2. Expense – $2,500 3. Allocation – $0 4. Vote: 8-0-3 5. Motion Passes VII. Proposal: MEChA 6865000 William a. Event Norma Diaz Lecture – 3/4/10. Isabelle presenting: b. Comments/Concerns – i. Motion by Harrison to take no action ii. Second by Daniel 1. Vote: 9-0-2 2. Motion Passes c. Event Dinner with Father Kemp and Dr. Wright – 2/27/10. This will be a dialogue about the Latino community and the Jesuit order. d. Comments/Concerns – i. Presentation 1. Ethel: We urge groups to use on campus spaces rather than dorms. ii. Motion by Senyo to approve with stipulation that it be held in a classroom. iii. Second by Emilio

1. Income – $0 2. Expense – $100 3. Allocation – $(100) 4. Vote: 7-2-2 5. Motion Passes iv. Motion by Senyo to revisit v. Second by Andy 1. Vote: 9-0-2 2. Motion Passes vi. Motion by Senyo to approve with no space costs with stipulation that it be an accessible on-campus location vii. Second by Natalie 1. Income – $0 2. Expense – $100 3. Allocation – $(100) 4. Vote: 9-0-2 5. Motion Passes VIII. OTHER a. BAG Worksheets i. They are due in the binder at the same time normal worksheets are due: noon on Wednesday b. Club Surveys i. 1st Survey: 1. Scott: I asked how much the club received to test how many of the clubs know the amount we allocate to see how effective we are in communicating that information 2. Ethel: Do you have a format in mind for distributing it? I was thinking of using Google survey. 3. Andy: We can send it out to our respective groups personally. 4. Scott: Do we want to add questions regarding how clubs use the social fund money when they’re given it. 5. Harrison: It is important to be careful as to how we’re framing this survey when we send it out, and be clear that we’re looking to assess the effectiveness of certain allocations so as to get really honest responses. nd ii. 2 Survey 1. Harrison: SAC doesn’t have a policy towards alcohol, it’s a University policy. 2. Harrison: Is the Lecture Fund question relevant to this survey? 3. Ethel: I think it is relevant because many groups don’t know the policy. 4. Harrison: Is the wording around “professional environment” is somewhat troublesome? 5. Scott: Maybe we can phrase it as “how engaged”. 6. Harrison: Maybe the “logic” comment should be changed to

“the reasoning” of a decision. 7. Bill: That topic is covered earlier, so you can strike the question. 8. Harrison: Can we rephrase “the quality of the website” as the “user-friendliness” or “effectiveness” of the website. 9. Harrison: Can we rephrase “grievances” with “concerns”? c. Bulk Allocations i. Discussion 1. Harrison: We can either institute this for Fall 2010 or Spring 2011, so what’s the feeling of the commission as to when we switch over. 2. Senyo: We can’t rush this change because groups would be caught off guard. 3. Scott: This would also encourage groups to plan around each other to avoid three galas on one night. 4. Bill: I’d recommend sticking to the beginning of the timeline, and the later part can be addressed later. d. Funding Board Application i. I was not able to complete it for today’s meeting, but I will email it to you by Wednesday so you can review it. e. Deadlines i. Please keep to the deadlines for submitting worksheets and presentations IX. Bill’s Bytes a. Think about behavior in the room when groups are presenting, especially considering that you all admitted that you would be intimidated if you were a treasurer that was presenting. b. The GUAA discussion was quite extensive, and I appreciate that it was that long and thoughtful, but there are issue-oriented discussion and resource preservation discussion. When the two are intertwined, it’s easy to miss some issues that would have otherwise been glaring, such as the alcohol portion of the event. c. Be careful in phrasing motions so as not to directly go against university policy, as these do become public record.